Google Calendar Migration Details

How Will It Work?

WHO

We have approximately 2,100 Oracle Calendar (CruzTime) accounts at UCSC. All of these accounts and calendar data moved to Google Calendar on August 6. Calendar data for anyone who has left UCSC was not moved. A Google Calendar account is automatically provisioned for all faculty, staff, and students at UCSC. 


WHAT

Most of the data in CruzTime moved to Google. Due to technical issues beyond our control, it was not possible to move all the data (meetings scheduled by employees who have left UCSC). Data Migration Issues

Items That Moved

Personal Calendars, Settings, and Resources

  • Meetings in CruzTime. Four years of past meetings and one year of future meetings (through June 2013) moved if scheduled by an active CruzTime user. CruzTime remains open until November 2012, so you'll be able to access your CruzTime account to double check that your data and calendar settings were moved over correctly. Print out or create an archive copy of your CruzTime calendar

Meeting information that moved to Google:

  • Title
  • Details
  • Date
  • Time
  • Attendees
  • Access level (normal, personal/confidential)
  • Daily events (show up as "All Day" Events in Google Calendar at the top of the screen, not at the bottom)
  • Calendar Settings move to Google Calendar. If your CruzTime calendar is private, your calendar in Google is also private. If your CruzTime calendar is available to UCSC to view event details, your calendar in Google is also available to UCSC to view event details. Your default settings moved to your Google Calendar, but it's best to double check these settings. 
  • Calendar access and viewing rights moved to Google Calendar. If you have given a specific person viewing and/or designate rights to your calendar, those rights moved to Google for that specific person. Please note: Only people with the ability to modify all event types in your CruzTime calendar are given "make changes to events" permissions in Google Calendar. More information
  • Resources (rooms, etc.) Current CruzTime resources moved to Google Calendar along with their access and viewing rights.  

Secondary Calendars

Secondary calendars in CruzTime, (which have their own login) moved to Google as long they currently belong to an active CruzTime user. They are associated with whatever name we find in CruzTime. A good example of this are calendars used by departments for organizations to collect events, vacation requests and so on.

Items That Moved, but Look or Behave Differently

  • Repeating meetings moved to Google but they may not appear as part of a series. The "when" field will sometimes just have the single occurrence, while others have the entire list of occurrences. One way to view all events in a series in Google Calendar, is to search on the meeting title. In CruzTime, the full list of meetings in the series was included in the meeting details window. That is not the case with Google. 
  • Daily notes and Daily events in CruzTime do not have a direct corollary in Google, so these items show up in Google as "All Day Events".

Items That DID NOT Move

  • Meetings scheduled by employees who no longer work for UCSC and by current employees who subsequently removed themselves as an attendee. These are meetings scheduled on the person's individual calendar, not meetings that they schedule on another calendar as a designate. Print out or create an archive copy of your CruzTime calendar.
  • Attachments added to meetings in CruzTime.
  • Contacts and collections of contacts (Groups) used to schedule meetings. 
  • Tasks (there is an individual task capability in Google Calendar, but it can not be shared with anyone).
  • Personal meeting notes (when someone replies to an CruzTime meeting invitation, a note can be added).

Capability We Will Lose

  • There is not a Google Calendar desktop client available. To have full calendar access, you must login and use the Google Calendar web interface. Third party calendar clients (iCal and Outlook) can be used with Google Calendar with less capability for example, resource (room) scheduling is missing.

Capabilities We Will Gain

  • Great mobile support for devices like iPhone, Android, Blackberry, Windows Mobile, etc.
  • Integration with UCSC Google Email (calendar widgets can be located in the left side panel, meeting invitations can be done within Email)
  • Meeting invitations generated by email can be accepted in the email - which also conveniently has your agenda for the day, making it easier to know if you can accept. 

WHEN

Migration occured in two parts:

1) July 28/29 - Resources moves to Google Calendar

2) August 2, 3, 4, 5 - Meetings moved to Google Calendar

Go-live on Monday, August 6

CruzTime remains open until November 2012 as a reference - in case you want to double check meetings and conference room reservations. Please do not use CruzTime after August 3!


WHY

Oracle Calendar (CruzTime) is no longer upgraded by Oracle - the new Oracle calendaring product is part of a bigger suite of collaboration tools that UCSC is not going to use. UCSC has decided to move to Google for the integrated suite of tools (email, calendar, docs, sites, groups).


HOW

We had a two phase migration plan.

  • Phase I - copy resources (e.g. conference rooms), group calendars, access control rights to Google calendar a week prior of go-live. 
  • Phase II - copy events (e.g. meetings) based on calendar data associated with current UCSC employees. Phase II requires that CruzTime be shut down so that we do not have meetings created in CruzTime after the export process starts.

The migration process involves exporting data from CruzTime, transforming the data into something we can use for Google, and importing the data into Google Calendar. Meetings are added to calendars in Google, access controls are applied, and resources created. It is important to know that meetings you already have in your Google Calendar will remain. Any special access rights you might have provided someone in Google Calendar will also remain.


LEARN

In person training classes and online learning opportunities are available at: Learning Google Calendar


Questions?